Near Miss Reporting Form

Instantly submit near miss reports and include photos for better reporting; address time-sensitive risks with the help of a mobile app.

Digital near miss report templates

Published 22 Sep 2022

What is a Near Miss Report Form?

A near-miss form or near-miss report form is used to document detailed statements of near miss events which could have resulted in injury or property damage. It is used by safety officers to record the details of near miss events so that risks can be mitigated and more serious, even fatal, incidents can be prevented.

This article will discuss the following:

What is a Near Miss Report?

A near miss report is a formal record of a near miss event. The employee affected by this event types or fills out the near miss report and submits it to their supervisor or to the safety officer on-site.

What Should it Include?

Near miss reports should contain the following:

  • Date, time, and location of the near miss event
  • Hazard/s that triggered the near miss event
  • Description of how the near miss event occurred
  • Possible consequences avoided 
  • Signature/s of the employee/s affected 

Near Miss Reporting Example

Near miss reporting is essential in every industry, especially those that put employees at high risk of injury. It also raises organizational awareness on the hazards and risks that employees face and deal with everyday.

For example:

An employee uses a ladder to fix a leak on a roof. While on the 4th step/rung of the ladder, his/her foot slips, but he/she manages to regain balance and no accident occurs.

Following the submission of the near miss report, the ladder was inspected and it was found that a step grip was missing. This issue was immediately corrected, preventing other employees from getting into similar incidents.

The example above shows how important near miss reporting is to workplace safety. If the employee who experienced the near miss chose to not report it, the ladder might have not been inspected and the issue with the step grip would have not been discovered and resolved. The missing step grip would then cause another employee to slip and he/she may not be as lucky as the first employee, leading to him/her getting injured.

OSHA Near Miss Examples

The following near miss examples are based on two of the most frequently cited OSHA standards, hazard communication and scaffolding safety.

OSHA Near Miss Example 1: An employee was about to use a dangerous chemical due to it being incorrectly labeled as safe. However, another employee recognized the dangerous chemical and stopped the first employee from using it just in time.

OSHA Near Miss Example 2: An employee working on a scaffolding suddenly feels a sharp pain in the knee. This pain caused the employee to stumble and nearly fall over but was able to use the scaffolding railing as support.

The examples above show that near misses can occur in a variety of situations. The hazard communication example shows that something as simple as labelling can lead to potentially life-threatening events. Meanwhile, the scaffolding safety example shows that near misses can be caused by unexpected hazards or factors not even related to the work itself.

Tips for Encouraging Near Miss Reporting

Though near miss reporting has many benefits, some employees may be hesitant to report near misses because they are afraid of being reprimanded by their supervisors. Another reason why employees don’t report near misses is that these incidents can seem insignificant, especially when compared to accidents resulting in serious injuries.

Employees might also not report near misses simply because it’s inconvenient or they’re too busy with other work-related tasks and don’t have the time. To combat these blockers and promote a healthy near miss reporting culture, safety officers can use the following tips:

Tip #1 Don’t Blame Employees

Communicate that reporting a near miss will not lead to the employee being blamed for it. This is best achieved by putting it into practice. When an employee reports a near miss, focus on the solution or what you, as the safety officer, can do to help that employee. You can still inform them if their actions or behavior were found to have caused the near miss, but do so in a neutral and logical manner.

Tip #2 Emphasize the Benefits 

Communicate that near miss reporting is crucial to their safety. Cite real-life examples, either from the news or from experience. While these examples should ideally focus on the positive effect a near miss report had on the safety of employees, if necessary, you can discuss how an accident could have been prevented if the near miss preceding it was reported.

Tip #3 Make Near Miss Reporting Easy

Provide employees with digital near miss report forms that are easy to fill out. Paper near miss report forms take more time and effort to complete and once submitted, they may even be misplaced. Digital near miss report forms, on the other hand, take up less time, effort, and storage. They can also be completed on a mobile device for on-the-go reporting.

Near Miss Report Example

It’s convenient to have a report form ready when a near miss event happens. A near miss report form contains information such as date and time of the near miss event and the name of the employees that were present. Other data that’s helpful in recollecting and recording the event is the location and other important details of the incident. Here’s an example of a near miss report form that can be downloaded as PDF after completing the report:

Near Miss Report | iAuditor

Near Miss Report | iAuditor

Why Use iAuditor for Near Miss Reports?

iAuditor is a powerful mobile app that employees can use for efficient and paperless near miss reporting. With iAuditor, employees can capture and attach photos as evidence to better describe near miss incidents. iAuditor near miss reports can be sent via email, web link, or as PDF. Preview a sample near miss report. 

How to Create a Near Miss Report with iAuditor

Below are guide steps on how you can use iAuditor allows your teams to report near misses easily without compromising quality of data gathered:

  1. Using your mobile or tablet device, start filling up your near miss report by indicating crucial details to the report such as:
    • Date and time of the near miss event
    • Name of the employee filling up the report
  2. Provide the location of the near miss by either typing in the complete address or pinning it on the map.
  3. Provide the fundamental details of the incident by stating the hazards, objects, threats, and people involved or affected.
  4. Support your report with photo evidence to better explain the situation.
  5. Lastly, complete with a signature for validation. A comprehensive report will then be automatically generated, ready for you to share with team members and others.

To get you started, we’ve provided 3 easy-to-use digital near miss templates below. Download and use them for free anytime, anywhere with the iAuditor mobile app.

SafetyCulture staff writer

SafetyCulture staff writer

Erick Brent Francisco

Erick Brent Francisco is a content writer and researcher for SafetyCulture since 2018. As a content specialist, he is interested in learning and sharing how technology can improve work processes and workplace safety. His experience in logistics, banking and financial services, and retail helps enrich the quality of information in his articles.

Erick Brent Francisco is a content writer and researcher for SafetyCulture since 2018. As a content specialist, he is interested in learning and sharing how technology can improve work processes and workplace safety. His experience in logistics, banking and financial services, and retail helps enrich the quality of information in his articles.